Electronic document management assures data access in a disaster
Strong thunderstorms are a common spring occurrence in Indiana, often uprooting trees and occasionally tearing off a barn roof. But the powerful storm that shattered windows and tore away metal in the Indiana Square Tower office building in downtown Indianapolis on April 2 caused 1,000 workers to be displaced for an indefinite period, separating them from the files, records and information needed to do their jobs.

With debris scattered over several adjoining streets, many office workers lost the use of computers and files. Others were allowed to enter the building to pick up what they needed to do their business at other locations, but not until days after the storm.

Businesses in any part of the country can be disrupted by weather disasters like the Indianapolis storm, or by fires, theft or other catastrophes. The disruption of Louisiana- and Mississippi-based companies in the wake of the Katrina disaster is a striking example. A solution is to make an electronic document management system (EDMS), an invaluable tool to protect irreplaceable business information, a part of your company’s emergency/disaster preparedness.

One such system is offered by DocumentMall. This company’s solution for managing and sharing documents inside and outside the corporate firewall combines powerful document management and collaboration features with industry-leading security.

Electronic document management allows you to scan and convert paper files into electronic documents that can be easily retrieved, and even searched, from a desktop computer over a network or the Internet. Multiple people in an organization can access the same information simultaneously and make copies as needed.

Not only is EDMS a solution to the space problems presented by paper file storage, a benefit to the environment and a time saver when gathering data for billing or report purposes, but it also has the potential to save on printing costs and to allow your business to continue functioning when displaced by a disaster or catastrophe. Since it is accessible from any location 24/7, DocumentMall’s system is ideal protection for a business from this type of event.

DocumentMall provides a scalable EDMS for any size business and integrates with existing business infrastructure, processes and security policies. It supports secure direct document input with a variety of multifunctional products. It offers Internet fax capability. And it functions with the highest level of data security and access control available.

To review your company’s document management needs and learn how a system like DocumentMall can save you space, time, money – and even your business in the event of a disaster – contact your HPS document imaging consultant.